Once a customizable form has been created providers can continue to edit the form as needed to update content, re-order sections or fields, update the access level, and duplicate the form itself to continue to collect key information from families through brightwheel. This allows providers flexibility with their enrollment process as their needs change or expand.
Reorder Sections and Fields
Reordering section and fields allow programs to reorder existing or new content to ask questions in the order preferred. This allows programs to continue to customize forms after initial creation.
To reorder the way sections or fields are listed on a form, you can use the numbered drop-down menu that appears for each section and/or field to change the order they are listed in:
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, locate the desired form
On that form's row, click the Actions drop down menu
Select Edit fields
To reorder a Section:
Use the purple number drop-down option to the left of the sections name to select the appropriate order
To reorder a Field:
Use the white number drop-down option to the left of the fields name to select the appropriate order
Once done with changes, select Save
Review Form Submissions
Form Statuses
Any action taken on a form will update the shared form’s status.
Shared - The form has been sent to the parent but no action has been taken
In Progress - The form has been viewed or started by a parent but has not been completed
Submitted - The parent has completed the form and is awaiting review
Viewed - The completed form has been viewed by the center but no action was taken
Approved - The submitted form was appropriately completed and reviewed
An approved form will immediately update any field tied to the student’s profile
Changes Requested - The center has requested changes and resent the form to parents for them to resubmit.
ℹ️ Parent-level contacts can also see a form's status from their brightwheel account on the web.
Review Form Status
You can view a shared form's completion status in a couple of different ways.
If you want to see all related Admissions information in one place, using the Admissions Dashboard to view form completions is a great idea.
Go to the Admissions Dashboard on the web
Use the available filters to narrow down student results
View the Pending Forms column to see the shared form's completion status
Click on the hyperlinked text in this column to open the student's profile to the Forms & Requests tab
Click the Actions dropdown menu and select Go to Form to view the current status
You can also choose to just open the form directly from the Forms & Requests tab if you just want to see what the status is for all students with whom the form was shared.
Navigate to the Paperwork page on the web
On the Forms & Requests tab use the available filters to narrow down student results
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
Locate and click the desired form to view the current status
Approve or Request Changes
In order to ensure data integrity and verify the parent has correctly submitted the information requested, forms need to be reviewed by the program. Administrators can can approve the submission, or request changes from the guardian.
Selecting Request changes will resend the form to parents with the details of the changes requested and they can resubmit the form.
Selecting Approve will automatically update the form status. Selecting Approve and Update will automatically update the student profile with any information entered for only the preset brightwheel questions included on the form.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, use the available filters to locate the desired form
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
Click the form's name to open parent submissions
Locate any submissions with a "Form Status" of Submitted
Optionally, filter your review by entering a student's name in the Search students bar
Click the Actions drop-down on the applicable row and select Review
Review the form contents
At the bottom, click Select an action...
If changes are needed, select Request changes
Input a note for the parent detailing what needs to be changed
Click Send request to notify parents via email
If changes are not needed, select Approve submission
If you would like the form information to update any applicable fields on the student's profile automatically, click Approve and update. If you do not want the student profile fields to get updated, click Approve without updating.
Details on Requesting Changes
Requesting Changes to a form can only be done when the form is not yet approved. Once changes are requested, the form will be resent to parents detailing what you've requested. Parents can make the requested changes and resubmit the form.
If a form has already been approved but changes are needed, duplicating an existing form is a great option so you can share with a parent and have them resubmit the information so applicable pre-defined fields on the student’s profile can be automatically updated.
Duplicate a Form
Duplicating an existing form in brightwheel is a great option if you need to create a new version of an existing form for your program and don’t want to start from scratch.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, locate the desired form
On that form's row, click the Actions drop down menu
Select Duplicate Form
In the pop-up, enter a name for the new duplicate form
Hit Duplicate Form again
Once on the Form Details page, you can customize and edit the new form by hitting Select an action > Edit fields in the upper right corner.
Close a Form
When a form is no longer needed by a program, it can be closed so that student contacts can no longer access it and send in new submissions. This is a good option if you plan to reuse the form at a later date or need to reference it in the future.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, use the available filters to locate the desired form
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
On that form's row, click the Actions drop-down menu
Click Close form from the drop-down options
In the pop-up, hit Close form again to confirm
Reopen a Closed Form
Once a form is closed, it can always be reopened and shared with families again.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, use the Status box to filter for Closed forms
💡 Click the X next to other access types to only filter for Closed formsTo further narrow the results, search the form name, or Order By: Name, Recent activity
On that form's row, click the Actions drop-down menu > Send to parents
Select the student(s) you wish to share it with
Click Review Form > Send
Once shared with one student, the form will be reopened and shareable
Delete a Form
We understand there are instances where you need to permanently delete a form. This could be for a form that was created by mistake or if you accidentally sent a form to the wrong student. You will have the option to delete an entire form or delete an individual submission sent to a student.
After deleting a form - you will no longer be able to access it or any submissions. If you have sent this form to parents, they will not retain access and may lose any work in progress. We recommend exporting or downloading any completed student submissions before deleting if you need them for your records.
💡 If a form (submission or the entire form) was deleted by mistake, our team may be able to assist. Reach out to brightwheel Support to determine what options are available.
Delete Entire Form
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, use the available filters to locate the desired form
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
On that form's row, click the Actions drop-down menu
Click Delete form from the drop-down options
In the pop-up, hit Delete form again to confirm
Delete Individual Form Submission
Log in to brightwheel on the web
Go to the My School > Students tab from your purple sidebar menu
Click on the applicable student to be taken to their profile
Toggle at the top of the page to their Forms & Requests tab
Locate the form submission you want to delete
Hit Actions next to the submission and select Delete Submission from the drop-down menu
In the pop-up, hit Delete form again to confirm
FAQs
What if I need to edit a form I’ve already shared with parents?
You can easily edit and reorder sections within a form as mentioned above! Editing a form will not affect or change any historical submissions. After making edits, only new families that are sent these will receive the updates. If you made changes to a form after it has already been shared with a family, you can reshare the form. Check out our Sharing Forms help center resource to learn more about this!